Presentation on theme: "Form I-9: Refresher Training"— Presentation transcript:
1 Form I-9: Refresher Training CWD | June 2014Welcome:My name is Bill Ganzenmuller and I will be leading you through this I-9 Refresher training.This class should take close to the full hour and half. I do not plan to take a break, but we may get up and stretch as some point if I see folks falling off there chairs.If you need to use the bathroom, just get up and go. The bathrooms are located right outside this door.
2 Today’s Agenda What’s an I-9 Harvard’s Process: New Hires, Re-CertificationNew StuffPS Eligible Flag to Work FlagElectronic I-94HSPH I-9 ProcessingReview the I-9Types of Visas FNIF ChangesGlacierResourcesOK, here’s the agenda. We’ll coverWhat is an I-9? (that is about where I was before reading this PPT that Susan put together)Harvard’s processThis includes new hires and the re-certification process.Review the I-9Go over 3 sections of the form,VisasWe will look at the 4 main types of Visas used here (J-1, HB-1, F-1, and TN) + Resident Aliens, then take a look at some examples, where you will have the chance to look at some I-9 & documentation samples to see if they are correct.Where to go for more information
3 I | Form I-9 Full Title: Form I-9, Employment Eligibility Verification Purpose: completed by all newly hired employees in order to verify their identity and authorization to work in the United States.Affects: US Citizens and Non-US Citizens working in the USNew HiresRehires(non-US Citizens only) – any status change , such as from an H1-B Visa to Permanent ResidentIssued By: Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS)Harvard, like all US employers, must verify the identity and employment authorization of each newly hired person who is working in the United States, and must complete and retain a Form I-9. You will need to complete a new I-9 in the following situations:All New HiresAll Re-Hires (even people rehired within the last 3 years, because Central Payroll retains the original forms)When a non-citizen’s Visa is going to, or has, expiredAny time a non-citizen changes their status – for example, many times an employee with a Visa will become a permanent resident.Note: An employee who works for Harvard University who works entirely outside of the US does not complete an I-9.Note: Also, if Harvard does not pay the person, then an I-9 is not completed.
4 I | Who Completes this Form? Section 1: EmployeeAny person to perform labor or servicesNew employees hired after November 6, 1986All Rehires (Harvard Process)RecertificationSection 2: The EmployerExamine and record document(s) providedAttestationWe’ll be covering each section in more detail, but in general:Section 1, which the new hire fills out, is information like name, address, DoB, SSN, citizenship/immigration status, signature. Although technically, if you are rehired w/in 3 years a new I-9 is not needed, it is part of the Harvard Process since all I-9’s are sent to Central Payroll.Section 2, where the employee provides documentation: EITHER one item from “list A”, or one “list B” + one “list C”. You as the employer enter all the information about the doc (those docs) and make photocopies of the documentation. You also attest to examining the documents and finding them valid.Section 3, for recertification, is not used at Harvard (although people have been known to have EE’s fill out Sec 1 & 3 – this is not correct). This is because Section 3 is used when updating a completed, original I-9 for recertification, but Central Payroll holds onto all original I-9s. Instead, complete Sections 1 and 2 of a new I-9 when doing a re-certification.Section 3: Recertification (do not use)Harvard Process – do not use this section. For recertification, complete Sections 1 & 2 of a NEW I-9
6 Completed I-9 to Central Payroll* II | New Hires: On-boarding ProcessOffer AcceptedStartDateCompleted I-9 to Central Payroll**ASAP! Central Payroll has a 24-hour turnaround time on correctly completed formsJob pushedto PSAs soon as the employment offer is accepted, the I-9 can be completed.<CLICK>Point out that the 24-hr turnaround is only for forms that are completed correctly.Technically, Harvard has 3 business days from the employee’s first day of work to have a completed I-9, however the sooner the form is sent to Central Payroll, the better, since as you are aware there are lots of other processes that are kicked off after Payroll has added to PeopleSoft.1-2 daysID CardTub’s DirectoryContactHR/Fin AuthorizedRequestorPhoneApplications
7 II | Payroll & the I-9 Payroll Process (24-hours) Reviews the I-9 and supporting documentationAdds SSN (or dummy SSN) to the I-9 table and checks “Eligible to work in US”Remember Those Payroll Calendar DeadlinesAs I mentioned earlier, the key to getting an new hire setup in PS is getting the I-9 form over to Central Payroll. When they receive the form, the will add the persons SSN and click the eligible to work flag. (For Quick Hire forms – at this point, the form can be submitted to the database)What if the employee does not have an SSN?Log a ticket with the Payroll Helpdesk (5-3001)Provide the employee’s name, date of birth, and HUID (if applicable)Central Payroll will research the information and get back to you within 24-hoursIf the dummy SSN is for a student, they will provide the number to SRO so they can enter it into SIS – you will then need to wait a day before you can process your formIf the dummy SSN is being used for a paid-position, a valid SSN will need to be supplied to Central Payroll by ???When you receive the “dummy” I-9 from CP, write thenumber in the margin of the form, do not write itin the I-9 space provided.<click>Here is another image, also stolen from the Hiring Actions Lab, this time highlighting the 2-week pay period. Remember, The last possible day that a new hire’s form can be submitted to the PS database and ensure that the employee will get paid is the Monday prior to the Tuesday pay calculation.Example:Let’s say you hire a biweekly employee with a hire date of Thursday the 13th (using image above). To ensure the employee gets paid, you must get the new hire submitted to the PeopleSoft database by Monday the 24th (the day before the pay calculation for the biweekly payroll).Central Payroll would have had to received the I-9 for this employee by Thursday the 20th. They would have added it to the table on the 21st and that would allow you to submit by the 24th.For forms that you cannot submit yourself, like the HIRES rehire, add concurrent, and Consolidated Hire form, Central Payroll requires a three-day turnaround. So in keeping with the example above, you would need to send the hiring form, I-9, and other paperwork to Central Payroll so they received it by the 19th to ensure the hire was setup in PeopleSoft by the 24th.Biweekly pay periodPayroll calculation NO SUBMITTINGLast day you can submit to PSCheck Date
8 Harvard’s Process for Expired Visas II | Expired VisasHarvard’s Process for Expired VisasDirect deposit is turned off, and physical checks are createdTub instructs the employee to stop working until he or she provides a new Form I-9 with supporting documentationYou may work with the employee and the HIO – for example, for an H-1B extensionOnce the I-9 is received, Central Payroll re-establishes direct deposit.If the employee cannot recertify, he or she is given outstanding checks and removed from active payroll by their local department – they are no longer eligible to work.Here is the process for what happens when a visa has expired. Note it’s the local department that turns off the employee’s payroll if they are unable to recertify.There are also penalties – you can be held responsiblePenalties for Hiring/Continuing to Employ Unauthorized AliensIndividuals can be held personally responsibleFines may be assessed per unauthorized alienFirst Offense $375 -$3,200Second Offense $3,200 - $6,500Third Offense $4,300 - $16,000
9 II | I-9 Re-Certification MONTHLY: Run the Visa Expiration Report: Harvard Reports > Payroll Related > Visa Expiration ReportThis report returns all visas that either have expired or will expire in 180 days.Contact the employee to bring in updated documents.Complete a NEW Form I-9, sections 1 and 2.4. Send the completed I-9 and document copies to Central PayrollUpdate HUID =Paygroup = POUNOTE: Person w/ 2 Visas – if a person has 2 Visa’s and only one has/will expire, the person will not show up on this report.NOTE: this does not apply to any employee hired before 1986 who is continuing employmentHelpful to run this report to Excel so you can sort by Expiration Date(1) RUN the report (monthly) to identify ACTIVE employees who will be (or have) expired Visas ( runs + and – 180 days from the current sys date)PERMIT STATUS:Employees should file an application or petition well in advance of the visa expiration dateIF the employees has filled an application for an extension of stay, he or she may continue employment for up to 240 days from the date the authorized period of stay expires(2) Contact the employee, who needs to provide the updated documents. You or you/the employee may often work with the Harvard International Office (HIO) in obtaining the necessary documentation.(3) Complete a brand-new I-9, and be sure to write “Update” on the top of the form, and include the HUID & Paygroup. Under certification in section 2, you still use the employee’s hire date.(4) Send copies of the documents as well as the new I-9 to Central Payroll before the expiration date. Payroll does several things – retain the copy of the form, work with the central tax group to update or ensure any special taxation circumstances, etc.The following documents cannot be re-verified: Alien Registration Receipt Card / Permanent Resident Card (Form I-551)-even though they may have an expiration date-, any List B expired document
10 II | Harvard International Office (HIO) Working with the HIOSponsorship SubmittalWorking through all necessary paperworkExtension RequestsExample: submitting a Form I-129 –indicating a continuation of employmentThis slide is just to point out that you work closely with your contacts at the HIO in lots of different scenarios to make sure the correct documentation (ie, for sponsorships) is procured, for items such as:Recruiting & hiring,I-9 recertification process for extensions (eg, H-1B Visas – if an extension is filed, employment can continue while waiting for an answer, for up to 240 days)
11 II | Rehires in PeopleSoft After an employee has been terminated and has had not active job for one year, the Eligible to Work in U.S. checkbox is automatically unchecked.As with all recertifications and rehires – the employee must complete a new I-9 form.This slide is just to point out that you work closely with your contacts at the HIO in lots of different scenarios to make sure the correct documentation (ie, for sponsorships) is procured, for items such as:Recruiting & hiring,I-9 recertification process for extensions (eg, H-1B Visas – if an extension is filed, employment can continue while waiting for an answer, for up to 240 days)
12 II | I-94 Electronic FormThe I-94 Arrival / Departure form is now an electronic form for those travelers entering the port of Boston. Custom Officers no longer provide a paper form. For your visa holders presenting their original documentation for the I-9 Form, make sure they go to the government website: https://i94.cbp.dhs.gov/I94/request.html and print the electronic copy of their I-94 form and provide that along with their other original documentation.You should continue to list the I-94 document in LIST A as you did when it was a paper form.This slide is just to point out that you work closely with your contacts at the HIO in lots of different scenarios to make sure the correct documentation (ie, for sponsorships) is procured, for items such as:Recruiting & hiring,I-9 recertification process for extensions (eg, H-1B Visas – if an extension is filed, employment can continue while waiting for an answer, for up to 240 days)
13 HSPH I-9 ProcessingHSPH I-9 Processing in WASABI The I-9 process is the same workflow as other Wasabi personnel actions:Departments prepare the Wasabi transactionAttach the completed I-9 form and documents as one .pdf fileApprove and transmit the I-9 payroll actionHR, OFA, or OFS reviews the I-9 and approvesIf not complete or correct, the action is “rejected” back to the department for correction and re-transmission.Reasons for rejection: Transposed SSN numbers, missing signature or start date, Out-of State address, updated I-9 does not include HUID and playgroup, etc.Transmission to Central Payroll:I-9 Form and documents will get transmitted twice a day to Central Payroll at 12pm & 4pm.Please allow 24 hours for I-9 to clear and be entered in Central. Once clear, HR Assistant notifies HR Partner to approve HIRE action (for staff) or Faculty Affairs will approve the Wasabi form (for academic appointees.)
14 HSPH I-9 Processing (cont’d) General RemindersTemporary Social Security NumbersPlease notify HR if you are updating an I-9 that previously had a temporary social security number. You can do this by: a.) putting it in the “Notes” section on the I-9 action form or b.) by writing it on the I-9.If you requested a temporary social security number and are updating the I-9 with the new number, you must submit a copy of the new social security card.Out-of-State HiresThe address on the I-9 form must reflect a local Massachusetts address, with the exception of California, Rhode Island and New Hampshire.Please contact your HR Partner or Faculty Affairs with questions regarding Out-of-State Hiring.Entering Social Security NumbersPlease double-check as you enter Social Security Numbers on the forms. The number entered on theI-9 form must match the number entered on the WASABI payroll action in order to prevent delays.Additional Resources: Personnel Section of the Wasabi Online Manual Wasabi Job Aid
17 III | List A Documents - UNEXPIRED US Passport or US Passport CardForeign passportwith Form I-94 orForm I-94AEmployees with J-1 Visas (exchange visitors) and F-1 Visas (students) must provided additional documentation+Permanent Resident Card or Alien Registration Receipt Card (Form I-551)Employment Authorization Document (Card) that contains a photograph (Form I-766)Foreign passport thatcontains a temporary I-551stamp or temporary I-551 printed notation on a machine-readable immigrant visa (MRIV)Here is a list of acceptable List A documents – they demonstrate both the EE’s Identity & employment authorization. Not everything needs to be re-verified, but all documents MUST be unexpiredWhat Needs to be Re-Verfied:*Foreign Passport w/ I-551 stamp, OR Form I-94 or I-94A*TEMPORARY Residence Card (Form I-688), not pictured here*Employment Authorization Card (Form I-776 pictured, as well as I-688A, I-688B)Must NOT be Re-Verified:*US Passport (even if expired)*Permanent Resident Card, aka Green Card / Form I-151, I-551, Alien Registration Receipt Card, EVEN IF there is an expiration date, as long as the card is not expired when employment begins.More info on Form I-94:arrival/departure card that non-immigrants must fill out when they enter the country. The card is processed by immigration officials at the point of arrival. The foreign alien must present the same card when he or she departs the U.S. In addition to the person’s name, date of birth and country of citizenship, the form indicates (1) the person’s immigration classification (i.e., F-1, J-1, H1-B, etc.); (2) arrival date and location; and (3) how long the nonimmigrant is allowed to stay in the U.S.Arrival/Departure Report bearing the same name as the passport and containing an endorsement of the alien’s nonimmigrant status that authorizes such alien to work for a specific employer incident to this status. This document may only be used if the period of endorsement has not yet expired and the proposed employment does not conflict with any restrictions or limitations listed on Form I-94 or I-94A, Arrival/Departure Report . Note: Some individuals who present this List A document, such as certain nonimmigrant students and exchange visitors, must also present additional documentation in order to prove their work authorization in the United States.Passport from theFederated States ofMicronesia (FSM) or theRepublic of the MarshallIslands (RMI) with Form I-94 or Form I-94A +
18 III | List B Documents (Identity Only) Drivers License issued by State or outlying territory of the USFederal/State I.D. cardSchool I.D. cardVoters registration cardIf Under 18:School record/report cardClinic, hospital, doctor recordDay care or nursery school recordU.S. Military card/draft recordMilitary Dependent IDCoast Guard Merchant mariner CardNative American Tribal DocumentCanadian driver’s licenseHere are the list of List B documents. Note that none of these documents are re-verified, but they all have to be unexpired.Also, if the employee is a permanent resident, although they must indicate this in Section 1 of the form and also list their Alien Registration #, they may chose to present a List B & C document instead of their green card.
19 III | List C Documents (Employment Authorization) Social Security card, except for one that states that the person is not authorized to workCertification of Birth Abroad issued by the U.S. Department of State (Form FS-545)Certification of Report of Birth issued by the U.S. Department of State (Form DS-1350)Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official sealNative American tribal documentU.S. Citizen ID Card (Form I-197)Identification Card for Use of Resident Citizen in the United States (Form I-179)Employment authorization document issued by DHS, for example:Form I-94 issued to an asylee or work-authorized nonimmigrant (e.g., H-1B non-immigrants),Unexpired Reentry Permit (Form I-327),Certificate of U.S. Citizenship (Form N-560 or N-561).Note – you do not have to go into detail about these b/c the list is on the form itself.Here are the List C documents. Remember, this list is present as part of the instructions section of the I-9 form itself.BTW: If a social security card is presented, it must be unrestricted – meaning, some cards have “not valid for employment” or “valid for DHS” or “valid for USCIS” written on them – these types of cards cannot be used as a List C documents.What must be Re-Certified*Any employment authorization document issued by the Dept Homeland Sec / Immigration Services that is time-limited and not a List A documentWhat is NOT Re-Certified*SSN Card*Certificate of Birth Abroad*Birth Certificate*Native American Tribal Doc*US Citizen ID Card*ID Card for resident citizen in US (Form I-197)
20 III | FAQ’s Question Answer May I specify which documents I will accept for verification?May I accept expired documents?May I accept Social Security Administration printouts that contain the employee’s name, SSN, Date or Birth, and parent’s names instead of a Social Security Card?May I accept a Social Security card marked “NOT VALID FOR EMPLOYMENT” when the employee states that he or she is now authorized to work?May I accept a photocopy or fax of a document presented by an employee?NOYou must accept any document (list A) or combination(list B + list C)NOExceptions: Expired Employment Authorization Documents (I- 766) and Permanent Resident Cards (I-551) that appear to be expired on their face but have been extended by the USCISNOOnly a person’s official Social Security card or receipt for a replacement card issued by SSA is acceptableAfter each question, <Click> to reveal the answer.Second Q, example – Temporary Protected Status (TPS) beneficiaries whose EAD’s appear to be expired may be auto-extended in a Federal Register NoticeFourth Q, more info: This employee should also go to the local SSA office with proof of his or her l awful employment status to be issued a card without employment restrictions.NOThe employee must provide another document to establish his or her authorization.NOOriginal documents must be included, except for a certified copy of a birth certificate.
21 III | Section 3 Section 3 is NOT Completed Central Payroll retains all original I-9 formsFor RecertificationUse a new Form I-9Include on top of the form:UpdateHUIDPaygroupComplete Sections 1 & 2Send form and copies of the documentation to Central PayrollJust need to reiterate in this section that Section 3 is not completed in Harvard and what the process is.
22 IV | Types of VisasIn this next section we will be reviewing the different types of Visas and the documentation required. Perm residents are also part of this section. We’ll take a look at each Visa type, and then you will get a chance to look at a sample I-9, the document provided, and determine if it is correctly filled out or not.
23 Permanent Resident (No Visa) IV | Who Has What Visa?J-1 Visa: Specialists, scholars, government visitor, studentsH-1B Visa: “SpecialtyOccupation” such asscientists, engineersF-1 & M-1 Visa: StudentsTN Visa: Residents of Canadaor Mexico (part of NAFTA)In this next section we will be reviewing the different types of Visas and the documentation required. Perm residents are also part of this section. We’ll take a look at each Visa type, and then you will get a chance to look at a sample I-9, the document provided, and determine if it is correctly filled out or not.GREEN CARD||||||| ||| |||||Permanent Resident (No Visa)
24 Required Documents (Either/OR) IV | Lawful Permanent ResidentsGREEN CARD||||||| ||| |||||Who? Someone who is lawfully admitted to the United States to live and work permanently. Also known as a green card holder. I-9 is not recertified.Section 1 CheckboxUSCIS # = Alien #Check the third box Alien / USCIS #Do not have to show thepermanent resident card (green card) (I-551)check “lawful permanent resident” in Section 1Alien # = the number on the Alien Registration CardCan present EITHER a valid I-551 (perm resident card/green card) ORPresent a List B/List C document (eg, driver’s license & unrestricted SSN Card)Lawful perm res AND conditional residents may be issued temporary I-551 docs. They are acceptable on the I-9 as follows:As a LIST C DOC: Expired perm res card + Form I-797 Notice of Action that indicates the card is valid for another year. Reverification will be needed at the end of the one-year period.Foreign Passport + a temporary I-551 stamp or I-551 printed notification on a machine-readable immigrant visa (MRIV), you must reverify when the stamp/MRIV expiresAs a LIST A DOC: arrival portion of Form I-94/I-94A containing an unexpired temporary I-55 stamp and photograph. Perm Res Card MUST be presented no later than when the stamp expiresRequired Documents (Either/OR)Permanent Residence CardORList B Document (ex. Driver’s License)List C Document (ex. SSN Card)
25 IV | Sample I-9: Permanent Resident STUFF TO POINT OUT:Section 1: Third box checked, Alien # added, notice there’s NO DATESection 1: empl signature, dateSection 2: EE decided to use driver’s license & SSN Card. They did not have to show the perm res cardSection 2: Certification Date (=hire date)Section 2: Signature section completed
26 Required Documents (Must present ALL, under Type A) IV | J-1 Visa – Exchange Visitors and StudentsWho? An alien who is authorized to work for a specific program, such as government visitor, research scholar, professor, student (associate through doctoral)If extended on a J-1, must get a new 2019 form.Section 1 CheckboxCheck the fourth boxI-94/I-94A Admission #I-94/I-94A Expiration (departure, D/S) dateProvides passport dataused to enter U.S.DS – 2019 FormWHO: exchange visitors, international students.Exchange Visitor programs include: Specialist, short-term scholar, government visitor, student (associate degree student to Doctoral student)Section 1: Fill out as:“an alien authorized to work until MM/DD/YYYY”Alien or Admission Number: 11-digit I-94Date: date from the I-94What do they need to present (all must be under LIST A):Unexpired foreign passport number, issueing authority, passport expriation date11-digit Form I-94/I-94A number & expiration date (duration of status, indicated as D/S)Form DS-2019 number (SEVIS number) and expiration date of employment authorization listed on the formStudents must also present a letter from an official program sponserRequired Documents (Must present ALL, under Type A)Unexpired foreign passportI-94 or I-94A indicating J-1 statusForm DS-2019 with SEVIS* number and end date of employment authorization(optional, students only) letter from official program sponsor*SEVIS = International Student & Exchange Visitor Program
27 IV | Sample I-9: J-1 Visa STUFF TO POINT OUT: Section 1: Fourth box checked, Admission #, Expiration Date addedSection 1: empl signature, dateSection 2:List A – notice lots of infomration crammed in here – try to be as clear as possiblePassportForm I-94DS-2019Section 2: Certification Date (=hire date)Section 2: Signature section completed
28 Required Documents (Present All under Type A) IV | F-1 Nonimmigrant Student VisaF-1 Visa Holders = foreign students pursuing academic studiesOn-campus employment20 hours / week maximumCurricular Practical TrainingOff-Campus Employment (if affiliated with Harvard, such as a laboratory)Section 1 CheckboxCheck the fourth boxI-94/I-94A Admission #I-94/I-94A Expiration (departure, D/S) dateProvides passport dataused to enter U.S.F-1’s can present EITHER I-20, OR, if “OPT,” an EAD Card (Employment Authorization Document) – we will talk about OPT’s in a minute.The Student Exchange Visitor Program (SEVIP) at has more info on on-campus employment guidelines, but generally*limited to 20-hours a week* must be performed on school’s premisis OR off-campus location that is educationally affiliated with the school*commercial firms can be used but ONLY if it provides direct student services – such as an on-campus bookstore, OR off-campus lab affiliated with the universityWHO:F-1 = Foreign students pursuing academic studies and/or language training programsFor What Type of Employment?On-campus employmentCurricular practical trainingOff-Campus employment (due to severe economic hardship)Employment sponsored by an international orgOptional Practical Training (OPT)Section 1: Fill out as:“an alien authorized to work until MM/DD/YYYY”Alien or Admission Number: 11-digit I-94Date: date from the I-94What do they need to present (all must be under LIST A):Unexpired foreign passport number, issuing authority, passport expiration dateValid Form I-94 / I-94A indicating F-1 nonimmigrant statusForm I-20 with designated school official’s endorsement for employment on page 3I-20Required Documents (Present All under Type A)Unexpired foreign passportI-94 or I-94A indicating F-1 statusForm I-20 with school’s official endorsementOPT only: EAD Card
29 IV | Sample I-9: F-1 Visa STUFF TO POINT OUT: Section 1: Fourth box checked, Admission #, Expiration Date addedSection 1: empl signature, dateSection 2:List A – notice lots of information crammed in here – try to be as clear as possiblePassportForm I-94Form I-20Section 2: Certification Date (=hire date)Section 2: Signature section completed
30 IV | OPT (Optional Practical Training) for F-1 Visas What: Provides practical experience to an F-1 student’s area of study.Hours: 20 hours/week when school is in session & 40hrs/week when notDuration: up to 12-months of OPT upon completion of degree program. Extensions may be possibleSTEM extension of 17 months of additional employment if they have a job or job offer from an E-Verify employer and meet all the required criteria.Restrictions: OPT cannot begin until USCIS has granted the application for employment authorization (Form I-766)Section 1 CheckboxCheck the fourth boxEAD #EAD Expiration DateWHO:Provides practical experience to an F-1 academic student’s area of study.20 hours/week when school is in session & 40hrs/week when notUSCIS may authorize an F-1 academic student to have up to 12-months of OPT upon completion of his or her degree program. Some may be eligible for an extensionStudent cannot begin OPT until USCIS has granted his or her application for employment authorization (Employment Authorization Document (Form I-766))School must update the I-20 to indicate the student is recommended OPT and when employment can beingSection 1: Fill out as:“an alien authorized to work until MM/DD/YYYY”Alien or Admission Number: 11-digit I-94Date: date from the I-94What do they need to presentEAD Card (Employment Authorization Document),AKA Form I-766)I-766 (EAD Card)Required DocumentEAD (Employee Authorization Document) Card
31 IV | Sample I-9: F-1 Visa, OPT STUFF TO POINT OUT:Section 1: Third box checked, Alien # added, notice there’s NO DATESection 1: empl signature, dateSection 2: EAD informationSection 2: Certification Date (=hire date)Section 2: Signature section completed
32 IV | H-1B Visas – Specialty Occupation Who: = foreign worker in a specialty occupation that requires theoretical or technical expertise in a certain field. Ex: scientists, engineers, computer programmers. Sponsored by Harvard University.Extension (work with the HIO): I-129 must be filed by Harvard before the H-1B expires. The employee can still work up to 240 days while petition is being filed.Section 1 CheckboxCheck the fourth boxI-94/I-94A Admission #I-94/I-94A Expiration (departure, D/S) dateProvides passport dataused to enter U.S.WHO: a foreign worker in specialty occupations that require theoretical or technical expertise in a certain field, such as scientists, engineers, or computer programmers. And, also fashion models (?) . Srlsy! Specific eligibility criteria can be found on the USCIS Website: Home > Working in the United States > Temporary Workers > H-1B Specialty Occupations and Fashion ModelsThe Employer submits Form I-129 Petition for a Nonimmigrant Worker and include an approved Form ETA 9035, Labor Certification Application.When Approved, you will receive Form I-797, Notice of Approval, from USCIS that indicates the employee is now in H-1B StatusExtensions: the employer must submit an I-129 petition seeking an extension of stay before the H-1B expires. Once you receive the decision from the USCIS, a new I-9 must be submitted. EE can still work for up to 240 while petition is being filed, until decision is reached OR 240-period is over (whichever comes first).Section 1: Fill out as:“an alien authorized to work until MM/DD/YYYY”Alien or Admission Number: 11-digit I-94Date: date from the I-94What do they need to present (all must be under LIST A):Unexpired foreign passport number, issueing authority, passport expriation dateI-797 Form11-digit Form I-94/I-94A number & expiration date – under document # write H-1B / I-94I-797Required DocumentsUnexpired foreign passportI-94 or I-94A indicating H-1B statusI-797 Form - Notice of Approval
33 IV | Sample I-9: H-1B Visa STUFF TO POINT OUT: Section 1: Third box checked, Alien # added, notice there’s NO DATESection 1: empl signature, dateSection 2: notice lots of information crammed in here – try to be as clear as possible.PassportForm I-94What’s NOT here? The I-797. It must be included as part of the documentation.Section 2: Certification Date (=hire date)Section 2: Signature section completed
34 V. GLACIERGLACIER is a secure online tax compliance system that allows the foreign individual to enter in their personal information and automatically calculates their U.S. tax residency status. If they are determined to be a nonresident for tax purposes, it will then:Determine the proper withholding rate for various types of income, andDetermine whether a tax treaty would apply to exempt any of the income from withholding.
35 V. GLACIER – Happening this Fall GLACIER is a secure online tax compliance system that allows the foreign individual to enter in their personal information and automatically calculates their U.S. tax residency status. If they are determined to be a nonresident for tax purposes, it will then:Determine the proper withholding rate for various types of income, andDetermine whether a tax treaty would apply to exempt any of the income from withholding.
36 V. GLACIER - BenefitsConsistent treatment of payments to all foreign individuals at Harvard because GLACIER will be automatically determine tax treatment instead of manually through the FNIF form.Risk reduction due to the fact that the individual is responsible for entering and maintaining their own personal record in relation to IRS requirements.Create a uniform process for setting up payments to foreign individuals ensuring accuracy of withholding and treaty rates.
37 V. GLACIER - ProcessIndividual’s name, address, and payment frequency is submitted to GLACIER.This can be done by an administer manually entering or uploading the information, or by an automatic data feed.GLACIER sends out an to the individual to invite them to complete the program and includes login and password instructions.Individual is responsible for logging into GLACIER, completing the program, printing the Tax Summary and providing the Forms to the NRA Tax Group.NRA Group uses the Tax Summary to update the individual’s record and withholding rates.
38 ResourcesFind the links to several helpful websites in Eureka: (http:/eureka.harvard.edu)The I-9 ProcessUSCIS I-9 CentralStudent and Exchange Visitor Program (SEVP)Handbook for Employees: Instructions for Completing Form I-9Harvard International Office/ImmigrationCentral Payroll Contact Information:, option 4Handbook for Employers: Instructions for Completing Form I-9For On-Campus Employment Questions: Student and Exchange Visitor Program (SEVP)USCIS I-9 CentralOR> I-9 Central**I-9 Central is located in the top-left column of the pageHarvard International OfficeCentral PayrollNEED CONTACT INFOBoth the handbook and the website are well-organized, detailed, and clearly written – you can get a lot of information